November 9, 2025 Digital Forensics / Windows Tricks

Guide to Recovering Deleted Files on Windows

Posted by spyboy

Introduction

Picture this: you’re working on an important presentation for tomorrow, and you accidentally hit Shift + Delete on the wrong folder. Or maybe your hard drive crashed, and after rebooting you realise that some critical files are gone. Panic sets in. But before you assume the worst, there’s good news: with the right software, you might be able to restore those deleted files—especially if you act quickly.

In this article, we’ll walk you through everything you need to know about file recovery on Windows: how file deletion works, what affects your chances of recovery, a breakdown of what to look for in recovery tools, and a deep dive into the best software options available right now (free and paid). We’ll include real-world examples, actionable tips, side-bars with web stats, and a full FAQ at the end to cover the most asked questions.

Whether you’re an IT professional, a home user who panicked after losing photos, or a business owner needing to cross your “deleted-file” bridge, this guide is for you.

Why File Recovery Matters

Deleting a file doesn’t always mean it’s gone forever. Often, the data remains on your disk until overwritten. According to the Windows File Recovery documentation from Microsoft, it can restore lost files from local drives, USBs and memory cards—but it emphasises that success depends heavily on usage after deletion. (Microsoft Support)

In fact, one Reddit user put it simply:

“deleted file recovery is often like a lottery. save the files to a different drive.” (Reddit)

So yes, file recovery matters—but it also has caveats. The sooner you attempt recovery (and the less you’ve used the drive after deletion), the better your chances.

How Deleted File Recovery Works on Windows

1. What happens when you delete a file

When you delete a file in Windows (e.g., you empty the Recycle Bin or use Shift+Delete), the file’s entry in the file system is marked as “deleted”. The space the file occupied is marked as free.
The actual data often remains on the disk until new data overwrites those sectors.
Recovery tools scan for these “orphaned” file entries or residual data.

2. Factors that affect recovery success

Here are some key factors that determine whether recovery is feasible:

Factor	Why it matters
Time since deletion	The more you use the drive after deletion, the higher the chance overwritten sectors contain new data.
Type of storage	HDDs (mechanical) behave differently than SSDs (solid-state). SSDs often use TRIM, making deleted data harder (sometimes impossible) to recover.
File system & partition type	If the partition was formatted or the file system corrupted, recovery becomes more complex. Some tools handle NTFS/FAT/exFAT better than others.
Whether you continued using the drive	Ideally you stop using the drive immediately and install recovery software on a different drive.
Drive health	If the disk is physically failing (clicking, excessive bad sectors), data recovery becomes riskier and may require professional services.

3. Typical recovery workflow

Here’s a general workflow when you discover a file is missing:

Stop using the affected drive – Avoid installing new software or saving new files.
Download the recovery software (preferably to a different drive).
Select the affected drive and perform a “Quick Scan” if available (faster) or move to “Deep Scan” if needed.
Preview found files where possible.
Recover found files to a different drive (never the same drive you’re recovering from).
After recovery, verify your files are intact; then back them up to prevent future loss.

What to Consider When Choosing File Recovery Software

When you’re selecting software to restore deleted files in Windows, keep these criteria in mind:

Compatibility: Works with your Windows version (Windows 10, Windows 11, etc) and file system (NTFS, exFAT, FAT32).
Recovery rate / reliability: Look for tools that have independent test results or positive user feedback. For example: one testing video claimed that Disk Drill recovered 97% of recently deleted files in one scenario. (YouTube)
User-interface: For non-technical users, a friendly GUI and preview capability matter. Command-line tools are powerful but less accessible.
Free vs paid tiers: Many tools offer free versions with limitations (max size to recover, fewer features).
Extra features: Examples include deep scan, partition recovery, file preview, save scan sessions, ability to recover from formatted drives.
Risk of installation: Ideally install the recovery software on another drive to prevent overwriting lost data.
Support & reputation: Check how long the tool has been around, user-reviews, and whether recovery scenarios are documented.
Cost and licensing: Free tools may suit small recoveries; large-scale or professional cases may require fully paid versions.

Top Recommended File Recovery Software for Windows

Here are seven excellent options for restoring deleted files in Windows—ranging from free to professional. For each one, I’ll include how it works, key strengths/weaknesses, and example use-cases.

1. Recuva (by Piriform/CCleaner)

Get it here: Recuva official site (CCleaner)
Why it stands out: It’s been around for years, has a very user-friendly interface, supports many file types and can recover from damaged drives or external media. (CCleaner)
Good for: Home users who deleted files by mistake (documents, photos).
Limitations: May not be as effective on very severely corrupted drives or advanced recovery scenarios.
Example usage: You accidentally formatted a USB stick with holiday photos. You launch Recuva, choose “Deep Scan”, wait 30-60 mins, preview recovered photos, save them to an external drive.

2. Disk Drill (by CleverFiles)

Get it here: Disk Drill official site (cleverfiles.com)
Why it stands out: According to recent reviews, it boasts high recovery rates (e.g., 97% for recently deleted files) and supports many types of devices. (YouTube)
Good for: Users who want a more full-featured tool, maybe recovering data from external drives, formatted partitions or even preparing for data protection (it has extras).
Limitations: Free version often limits total recoverable data size; full feature set requires paid version.
Example usage: Your internal Windows drive crashed, you recover the drive using Disk Drill’s deep scan, and are able to locate and recover office documents and a lost folder from before the crash.

3. EaseUS Data Recovery Wizard

Why it stands out: Frequently cited in top-recovery lists, with strong usability and support for many file types/devices. (TechRadar)
Good for: Intuitive interface for non-tech-users and broad device compatibility.
Limitations: Free version often has strict limit before payment is required.
Example usage: Accidentally deleted your company’s quarterly Excel spreadsheet; launch EaseUS, filter by file type (.xlsx), recover the file quickly.

4. Wise Data Recovery

Get it here: Wise Data Recovery official site (WiseCleaner)
Why it stands out: Lightweight, minimal system resources, easy to run — good for quick recoveries.
Good for: Quick recovery attempts, smaller devices (USB sticks, memory cards).
Limitations: Doesn’t have as many advanced features as premium tools.
Example usage: You lost files on a 64 GB memory card from a camera. Use Wise Data Recovery, scan the card, retrieve JPEGs and MP4 videos, and copy them to your PC.

5. R‑Undelete

Why it stands out: Free version for home users, supports NTFS/ReFS/formats, raw recovery. (r-undelete.com)
Good for: Intermediate users needing more control, for example recovering from formatted partitions or partitions with unsupported file systems.
Limitations: Free version may have limitations; interface less polished than some mainstream tools.
Example usage: A formatted drive on NTFS is accidentally reused; R-Undelete is used in “raw file recovery” mode to scan for documents, photos, and video files.

6. TestDisk (and PhotoRec)

Why it stands out: Open-source, very powerful (especially for partition recovery / corrupted drives). (Wikipedia)
Good for: Technical users who need to recover partitions or deal with drives whose file system is severely corrupted.
Limitations: No fancy GUI (mostly command-line), steeper learning curve; for general “I deleted a file” scenario the user-friendly tools may suffice.
Example usage: A drive’s partition table got wiped; using TestDisk you find the deleted partition and restore it, then recover lost files.

7. Microsoft’s Windows File Recovery (WinFR)

Get it via: Microsoft Store. (Microsoft Support)
Why it stands out: Free, from Microsoft, command-line tool built into Windows 10/11 ecosystem.
Good for: Users comfortable with command-line, want free built-in tool.
Limitations: No GUI, limited extra features, not as beginner-friendly. Reviews give it a “3 out of 5” for value because of usability limitations. (cleverfiles.com)
Example usage: You deleted files on your internal C: drive, you open Command Prompt as Admin, use winfr C: D: /regular /n *.* (for example) and recover files to another drive.

Real-World Case Studies & Stats

Case Study 1: Home User Recovers Holiday Photos

Jane, a teacher, accidentally Shift + Deleted her entire “2024 Holiday” folder on her Windows 11 laptop after she cleaned her Recycle Bin. The folder contained family photos and videos. She immediately stopped using the laptop (important). She downloaded Recuva (free version) to a USB stick, scanned the drive, found ~95% of the JPEGs, previewed them and recovered them to an external drive. Outcome: She recovered 95 % of the files within an hour, and then backed up to cloud.
Lesson: Act fast, install recovery tool away from the affected drive, recover to a different destination.

Case Study 2: Small Business Drive Crash and Deep Recovery

A small architecture firm had a Windows server drive crash leaving many project files inaccessible. They used Disk Drill’s deep scan on the external drive after imaging it. They recovered all key project files (architectural drawings, .dwg, and pdfs). They then instituted a regular backup plan.
Lesson: For business-critical files, pick a strong tool, make an image of the failing drive (to avoid further damage) and then recover to external storage. Also plan backups before next incident.

Recovery Stats & Findings

According to a recent guide on “Best data recovery software in 2025”, third-party tools outperformed Microsoft’s Windows File Recovery in usability and feature set. (TechRadar)
Independent community feedback: “deleted file recovery is often like a lottery.” (Reddit)
One tool test: Disk Drill recovered ~97 % of recently deleted files, vs ~93 % for another tool. (YouTube)
Take-away: While tools are quite capable, your success still heavily depends on timing and drive usage.

Step-by-Step Guide: Recovering Deleted Files on Windows

Here’s a step-by-step workflow you can follow when disaster strikes.

Step 1: Stop using the drive

Avoid saving new files or installing software on the affected drive.
If possible, shut down the PC and boot from another drive/USB so you minimise overwriting.

Step 2: Select and download recovery software

Choose one of the recommended tools above (e.g., Recuva for quick use; Disk Drill for more advanced).
Important: Download and install the tool on a different drive (not the one you lost data from).

Step 3: Run initial “Quick Scan”

Open the recovery tool, select the affected drive.
Choose a “Quick Scan” first (faster).
If you find the file immediately, great—recover it to another drive.
If not found, then proceed to Deep Scan mode.

Step 4: Run Deep Scan (if needed)

Deep scans take longer (tens of minutes to several hours depending on drive size).
They dig into unused sectors and look for residual data patterns.
Be patient.

Step 5: Preview and recover files

Most tools allow you to preview found files (especially photos, docs).
Select the files you want, then recover them to a different drive.
Avoid recovering to the same folder/drive you’re scanning.

Step 6: Verify and back up

Open recovered files to verify integrity (especially office docs, videos).
Immediately create a backup (external drive, cloud, etc) to prevent future loss.

Step 7: After-recovery housekeeping

If you recovered everything you needed, optionally uninstall the recovery software.
Consider enabling a regular backup system to avoid next time.

Troubleshooting & Advanced Tips

Here are some advanced tips and pitfalls to watch out for.

SSD + TRIM: If you’re using a modern SSD, remember that TRIM may make recovery impossible if the data is wiped and marked as free. Recovery chances are lower.
Formatted drive / partition deleted: The file index is gone—in this case you’ll rely on “raw file recovery” which looks for file signatures (slower, with potentially lost file names). Tools like TestDisk excel here.
Drive physically failing: If you hear clicking noises, see bad sector warnings or disk is inaccessible, stop using it. Consider imaging the drive (e.g., using ddrescue) and then recover from the image to avoid further deterioration.
Large drives, RAID, network drives: These add complexity; home tools may not always handle advanced RAID or network-share recovery—depending on setup, you might need professional recovery.
Don’t trust everything recovered: Some files may be corrupted or incomplete after recovery. Always verify.
Use of “Recovery Vault” / “Guaranteed Recovery” features: Some tools (like Disk Drill) include extra prevention features (monitoring deletion ahead of time) to avoid future loss. (cleverfiles.com)
Save scan session: If you interrupt a scan (especially deep ones), use tools that allow you to save the scan state and resume later.
Recover early: The earlier you attempt recovery after deletion the higher your success rate.

Pricing & Free vs Paid Versions

Here’s a rough breakdown of how free and paid tiers usually work:

Free versions often allow limited recovery volume (e.g., up to 500 MB or 2 GB) or limited features (no deep scan, slower speed).
Paid versions unlock full recovery size, deep scan, no limitations, priority support, advanced features (partition recovery, RAID).
For occasional home use (small number of files) free versions may suffice. For business/critical use invest in paid version or a professional-grade tool.

Backup + Prevention: Because Recovery Is Not Guaranteed

While this article is about recovering deleted files, an equally important topic is preventing future data loss. Here are some prevention tips:

Implement regular backups: Use built-in Windows File History, external drives, cloud backups.
Use versioning: Keep multiple versions of critical documents so you can roll back.
Use drive monitoring: SMART-monitor your drives for signs of failure.
Be cautious with deletion: Especially on business/personal drives, create an internal process before deletion of important data.
Segment your storage: Keep important files on a separate partition or drive, so accidental system clean-ups don’t erase them.
Use robust recovery-friendly storage: Avoid using the same drive for OS + critical files or heavy usage after deletion events.

Prevention combined with recovery readiness is the best strategy.

Conclusion & Call to Action

Recovering deleted files on Windows is absolutely possible, and thanks to modern tools you have a good chance—if you act quickly. Whether you went through a “deleted by accident” moment or a more serious crash scenario, there are software options ranging from free, user-friendly tools to powerful professional-grade utilities.

Remember: time is your enemy, and drive usage after deletion can erode your chances dramatically. Choose the right tool for your situation, follow the workflow (download to another drive, scan, recover to a different drive), and once you’re safe—make sure you back up and protect your data for the next time.

If you found this article helpful, do me a favour: subscribe for more tech-tips, share this with someone who just lost files, and comment below with your own recovery story (or question). Don’t wait until you lose something important before you start thinking about backups!

FAQ (Frequently Asked Questions)

Q1: Can I always recover deleted files on Windows?
A: No — recovery is possible, but not guaranteed. The sooner you attempt recovery and the less you’ve used the drive since deletion, the higher your chances. If data was overwritten or the drive is physically damaged, recovery may fail. (Microsoft Learn)

Q2: What’s the best free software to recover deleted files on Windows?
A: It depends on your scenario, but for many users:

Recuva (free version) is a very strong starting point. (Lifewire)
Windows File Recovery (command-line) is free but less user-friendly. (cleverfiles.com)
Wise Data Recovery is lightweight and free.
Remember: “free” may mean limited features.

Q3: How much data can I recover with a free version?
A: It varies by tool. E.g., Disk Drill’s free Windows version mentions up to ~100 MB/500 MB for testing. (cleverfiles.com) EaseUS free version often limits to ~2 GB or less. (Lifewire)

Q4: Will recovery work on an SSD (solid-state drive)?
A: It’s more difficult. Many SSDs use TRIM (which immediately clears deleted blocks), making recovery less likely. If you deleted files on an SSD, act quickly and minimise usage. Some tools may still succeed, but don’t rely on it.

Q5: Should I recover files to the same drive I’m scanning?
A: No. Always recover to a different drive (or external USB) because writing to the source drive risks overwriting deleted data you’re trying to recover.

Q6: My drive is physically damaged (clicking noise). Can I still use software to recover files?
A: Possibly, but software recovery may make things worse if the drive is failing physically. The safer route is to image the drive using a special tool (free if possible) and use recovery on the image; or use a professional data-recovery service. (TechRadar)

Q7: After I recover my files, do I still need to back up?
A: Absolutely. File recovery is reactive—it deals with after data loss. The best strategy is preventive: set up regular backups, versioning, and monitor storage health.

Q8: Can recovered files be corrupted or incomplete?
A: Yes. Sometimes only parts of a file are recoverable, or they may open but be damaged. Always verify recovered files. Don’t assume 100% success.

Q9: Should I upgrade to a paid version of recovery software?
A: If you’re dealing with critical files (business, client data, legal files) or complex disaster (formatted drive, RAID, partition loss), then yes—it’s worth paying for a robust tool with support. For casual use (few deleted photos) a free version might suffice.

Q10: How can I improve my chances of successful recovery next time?
A:

Stop using the drive immediately when deletion is noticed.
Install recovery software on a different drive.
Recover to another external drive.
Consider using a recovery tool that supports deep scan and partition recovery.
Most importantly: implement habit of backups so deletion doesn’t become panic.

Thanks for reading! If you’re ready, go ahead and choose one of the tools above, scan your drive, get your files back—and then set up a backup system so you never walk this path again.